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ADC 245B 

Notification for DD PQDR Exhibit Receipt 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Agency and Air Force 

b. Originator: DLA/J-334, Phone: DSN 427-2630, Comm. 703-767-2630 

2. FUNCTIONAL AREA: Primary: Supply/SDR 

3. REFERENCES: 

 a. DLAI 4140.55/AR 735-11-2/SECNAVINST 4355.18a/AFJMAN 23-215, Reporting 

of Supply Discrepancies, dated January 9, 2006 

b. DLMSO memorandum, dated January 9, 2006, subject: Approved Defense Logistics 

Management System (DLMS) Change (ADC), 188, Quality-Related Discrepancies Identified 

During Distribution Depot (DD) Receipt and In-Storage Screening (Supply/SDR/SQCR). 

 c. DLMSO memorandum, dated July 13, 2007, subject: Approved Defense Logistics 

Management System (DLMS) Change (ADC) 245A, Notification for Distribution Depot (DD) 

Product Quality Deficiency Report (PQDR) Exhibit Receipt. 

4. APPROVED CHANGE: 

 b. Description of Change: This change defines new routing and processing changes for 

SDRs prepared by Distribution Depots (DDs) to notify Air Force managers of the arrival of Air 

Force-owned PQDR exhibits and is designed to support expansion for other Services. The 

change requires new routing rules at Defense Automatic Addressing System (DAAS). Two new 

data elements are added to the SDR transaction to support the Air Force requirement and preposition cross-reference information to support exhibit tracking for other Services. This change 

is a variant of the business rules already implemented for DLA-managed materiel under ADC 

188 (reference 3.b.). These business rules may be applied to other Components by agreement 

with DLA. Updates subsequent to previous ADC Addendum publication are highlighted. The 

transaction exchange under the previous ADC 245/ADC 245 Addendum was not implemented. 

c. WebSDR Revision: 

 (1) Initial implementation: DAAS/WebSDR will route incoming SDR 

transaction to the Joint Discrepancy Reporting System (JDRS) address used for AF PQDRs and 

exhibit tracking (replacement for G021) (e-mail: basisg@wpafb.af.mil) when addressed to the 

Air Force source of supply (SoS) (FGZ, FGB, FHZ, FHB, FLZ, FLB) and the SDR Discrepancy 

Code is Q11. 
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 (2) Subsequent implementation: WebSDR and transaction interfaces will be 

updated to maintain/display one new data element to support this process: the standard PQDR 

Report Control Number (RCN) (see enclosure) (eliminating the requirement for USAF-unique 

Accession Number)

 d. Published Guidance: Update DLMS manual, chapter 17, as revised by Change 4, 

and the joint instruction. Changes are identified in bold italics (paragraph numbering below is 

for the DLMS manual): 

 “C17.3.20. DAAS SDR Processing

 C17.3.20.1. Under DLMS, SDRs shall be integrated with standard logistics 

transaction processing through DAAS. DAAS shall perform the following actions: 

 C17.3.20.1.1. Pass/route SDR transactions. 

 C17.3.20.1.1.1 Generate and route an information copy 

of SDRs reporting packaging discrepancies associated with United States Air Force (USAF)- 

directed shipments to the USAF packaging office. 

 C17.3.20.1.1.2 Route the action copy of SDRs reporting 

distribution depot receipt of PQDR exhibits (Discrepancy Code Q11) to the materiel owner by 

agreement with DLA. For USAF owners this process will use an electronic (email-based) 

interface with the USAF processing system for product quality. 

 e. Detailed Business Process: 

 (1) Current Process. Current reporting and resulting disposition processing for 

Air Force-owned PQDR exhibits received at DDs is a manual, labor intensive process for DLA 

and Air Force personnel. Both DLA and the Air Force agree that it is an inefficient and outdated 

process. Processing includes duplicative data entry in two separate systems and off-line e-mails. 

Current outdated process is described below: 

 Step 1. Customer contacts Air Force to report quality problem with Air 

Force-owned materiel. The Air Force authorizes customer to send in quality deficient materiel 

as a PQDR and directs customer to send materiel to an Air Force/co-located DD. Air Force 

directs the customer to put the standard PQDR Report Control Number information on the 

materiel tag and shipment paperwork accompanying PQDR materiel to the storage site. Per 

DOD requirements, Air Force Logistics is required to create a due-in with document number, 

NSN, quantity and supply condition code information to ensure proper receipt of the PQDR 

exhibit materiel when it arrives at the depot. 

 Step 2. When materiel arrives at the depot, the receiver scans the receipt 

documentation. If there is a due-in, DSS automatically pre-fills the receipt screens with all the 

due-in information provided by the Air Force. DLA completes the receipt of the materiel into 

the Air Force account by document number, NSN, quantity, Supply Condition Code Q, etc. The 

Q condition code notifies depot receiving personnel that the Air Force materiel requires a 
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segregated storage location. The DSS system sends the accountable receipt information to D035 

(to include: receipt document number, NSN, quantity, Supply Condition Code Q). 

 Step 3. Depot personnel duplicate most of the receiving process by going 

off-line into Air Force system G021 and once again recording the same receipt information to 

G021 (receipt document number, NSN, quantity, Supply Condition Code Q). In addition, the 

depot personnel also provides the Deficiency Report (DR) Number/Accession Number which 

was assigned to the PQDR by the Air Force quality office and was known when the due-in was 

created for the materiel. 

 Step 4. Once the receipt of the PQDR exhibit is reported to the Air Force 

in G021, Air Force does their research. The Air Force then manually provides disposition 

instructions via e-mail to an individual at the depot. There is no management capability for 

tracking of the off-line e-mail. There is no DSS system workload created by the e-mailed Air 

Force disposition requirements. The reclassification process when it does occur is accomplished 

off-line (i.e. no systemic COSIS workload is created in DSS). E-mail may get lost, warehouse 

personnel may be off or ignore the e-mail for any length of time, and there is no one to check on 

progress at the DD because there is no systemic process in place. 

 Step 5. After the reclassification process occurs, an individual at the 

depot again enters the off-line G021 system and updates with the reclassification information. 

Depot performance in this G021 update process is questionable at best. It is again duplicative 

work as D035 receives the updated reclassification information directly from DSS. Air Force 

has verified that depots are not performing the manual off-line updates in a timely, accurate 

manner. 

 (2) Approved Process. Following is a description of the new process using 

D035 and WebSDR to report receipt of the Air Force-owned PQDR exhibit. WebSDR would be 

used to provide receipt notification of PQDR exhibit arrival, and give the Air Force PQDR 

materiel managers an electronic avenue to provide disposition instructions to DDs. The SDR 

process would also provide management ability to track completion of disposition instructions 

received from the PQDR materiel managers.

 Step 1. Same as above. 

 Step 2. When materiel arrives at the depot, receiver scans the receipt 

documentation. If there is a due-in, DSS automatically pre-fills the receipt screens with all the 

due-in information provided by the Air Force. DLA completes the receipt of the materiel into 

the Air Force account by receipt document number, NSN, quantity, Supply Condition Code Q. 

The receiver will enter a receiving discrepancy code on the receipt screen. This code allows 

DSS to automatically call up the SDR programs in DSS. The SDR screen automatically prefills 

most of the receipt/materiel information and receiver completes the SDR by adding a 

Discrepancy Code Q11 (Returned PQDR Exhibit Deficiency). Receiver would enter an Action 

Code 1A (Disposition Instructions Requested). When receiver hits enter, DSS automatically 

sends the receipt information to the D035 system and the DSS SDR programs send an SDR to 

WebSDR. WebSDR would then automatically route the SDR for the PQDR exhibit return to the 
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new USAF PQDR e-mail address (e-mail: basisg@wpafb.af.mil) which is the customer receiving 

email address for the Air Force PQDRs. The Q condition code notifies DD receiving personnel 

that this Air Force materiel requires segregated storage. 

 Step 3. WebSDR distribution via e-mail to the Air Force e-mail address 

will allow the Air Force application to extract information electronically (i.e. the application will 

read the e-mail text). The following data elements will appear in the SDR e-mail: 

• DOCUMENT NUMBER: 

• NSN: 

• UNIT OF ISSUE: 

• QUANTITY SHIPPED: 

• QUANTITY RECEIVED: 

• CONDITION CODE: 

• TOTAL COST (DISCR. MAT.): 

• DOD WEB SDR NUMBER: (this will be the WebSDR-assigned control number) 

The following data element will also be perpetuated to the e-mail format. The implementation 

of this portion of the ADC will occur at a later date due to the required change to the receiving 

process and Distribution Standard System (DSS) to capture these data elements from the PQDR 

exhibit and perpetuate to the SDR transaction. The DLMS SDR format will be updated to 

support this additional data element to provide cross-reference between the exhibit and the 

PQDR to which it relates: 

• PQDR REPORT CONTROL NUMBER 

Until the updated format is available, DSS personnel preparing the SDR exhibit receipt 

notification will annotate the PQDR Report Control Number as the first entry in the remarks 

field of the SDR, e.g. PQDR REPORT CONTROL NUMBER: FB1111080111. 

 Step 4. When Air Force has finished their research and made applicable 

updates to the G021 or Joint Deficiency Reporting system, the Air Force responder would log 

into WebSDR using the WebSDR control number from the SDR and enter disposition 

instructions. Total time required to log in and provide disposition would be less than 1 minute. 

 Step 5. WebSDR will automatically route the Air Force disposition 

instructions electronically to the appropriate DSS depot using WebSDR routing rules. The Air 

Force disposition information would pass systemically to DSS and appear on an ADRS/DSS 

SDR Disposition Report which is pushed out to the depots daily. That report notifies the depots 

that disposition has been provided on the SDR. This electronic disposition process would allow 

disposition for PQDR materiel to be worked and completed as well as allow management 

tracking of depot work completion through the DSS system. Reclassification and rewarehousing actions may be accomplished by Distribution Depot personnel in DSS, and 

resulting transactions will pass to the AF D035K system. AF Supply personnel will be notified 

when the materiel needs to be shipped off-base, to disposal, or issued to depot maintenance. The 

issue and shipment transactions must be initiated in the D035 system, and will be transmitted to 

the DSS. Issue and shipment transactions must not be initiated in the DSS system. DLA depot 

managers and DDC oversight managers would have visibility of the reclassification, re-
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warehousing actions, and any other processes required/accomplished as a result of the Air Force 

disposition instructions.

 

5. Reason for change: 

 a. This change is for Air Force to use a proven successful process currently used by Distribution 

Depots and DLA ICPs to process DLA-managed materiel which has quality issues identified during the 

receipt process. DLA has successfully used the SDR process for many years to report quality deficient or 

potentially deficient materiel to DLA ICPs. This process has been very effective in helping DLA ICPs to 

track and identify quality deficient and potentially quality deficient materiel when it is received/stored at 

DDs and ultimately to ensure that defective or potentially defective materiel receives proper disposition 

instructions from the ICP and does not get accidentally shipped to a customer. The advantage of using the 

SDR process and Discrepancy Code Q11 for receipt of Air Force PQDR exhibits will improve Air Force 

customer support and give Air Force PQDR managers the all important visibility of deficient and 

potentially deficient materiel as it is received at DDs. It will also provide the Air Force PQDR materiel 

managers with an electronic avenue to provide disposition instructions for their PQDR materiel when 

research has been completed and the Air Force wants to reclassify or dispose of the materiel. 

b. The PQDR Record Control Number (RCN) is added to the receipt notification SDR 

for cross-reference so that the exhibit received by the depot can be tied to the original PQDR 

which was the basis for the return. The Air Force and Services will cite the RCN on the exhibit 

tag. The presence of the PQDR RCN will support future expansion of this capability to provide 

exhibit tracking data to the Product Data Reporting and Evaluation Program (PDREP) 

application via the Q-series receipt alert SDRs. 

c. Revision ADC 245A. The above update to the Approved Process Step 5 is provided 

to clarify the procedures where the PQDR exhibit receipt which triggers the SDR is AF owned. 

This is necessary because the process differs from the current procedures where the PQDR 

exhibit receipt is DLA-owned. For DLA-owned exhibits, the SDR disposition instructions 

direct shipment of the materiel off base, to disposal, or into maintenance, and the DD prepares 

the materiel release order (MRO). The MRO is based upon MILSTRIP data provided in the 

SDR remarks. Once the DD performs the directed action, DSS passes the transaction to the 

owner so that the balance is updated in both systems. For AF-owned exhibits, the AF has 

reported that the shipment/issue transaction must be created in the D035K system which holds 

the AF asset balances. Any changes to those balances must be recorded in D035K and must be 

reported to D035J, the AF financial accounting system. Since the asset was receipted into DSS 

and the receipt passed to D035K when the materiel arrived at the depot (Step 2), shipment of that 

asset off-base or issue to depot maintenance must also be recorded in the D035 system. 

Therefore, all shipments/issues of AF-owned assets at a depot will be initiated in D035 and will 

be transmitted to DSS. The SDR reply will provide confirmation that the ICP has received the 

SDR receipt alert will take action to direct appropriate shipment of materiel. 

6. Advantages and Disadvantages: 

a. Advantages: This process will improve visibility and tracking of Air Force-owned 

PQDR exhibits as they are returned to Distribution Depots by ensuring that Air Force PQDR 
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materiel managers are notified of receipt of their PQDR materiel. It will also ensure that the Air 

Force has an avenue to provide electronic disposition instructions directly to the DDs via 

WebSDR to the ADRS/DSS system. This electronic process will allow for management track 

ability of Air Force PQDR disposition instructions to the DLA Distribution Depots. 

 b. Disadvantages: None specifically identified. 

7. COMMENT RESOLUTION: 

# Submitter Comment DLMSO Response 

1. USA 

SDR Team 

Leader 

AMSTA-LCLSDL 

I non-concur with filing an SDR 

for materiel returned from a 

PQDR exhibit. It is not a shipping 

discrepancy. I have seen a few 

SDR's filed because the materiel 

was being returned from a PQDR 

exhibit. I have rejected these back 

to the depot stating that this is a 

PQDR. 

These returns need to go to the 

PQDR area so that they know of 

the return and can account for the 

PQDR materiel 

Regarding the use of the SDR process to identify DD 

receipt of PQDR exhibits - this is an optional process. I 

agree that it is inappropriate to consider these transactions 

with the Q11 (or other three-digit Q-series discrepancy 

codes) to be SDRs. They will be excluded from DLMS 

SDR management reports and you may reject them if sent 

to you unsolicited (since you clearly are right that they do 

not belong in your SDR data base without appropriate 

programming). 

This "SDR piggy back process" was operational between 

DLA HQ and the DDs long before DLMS SDRs and is 

considered a requirement at DLA; it was a senior 

management decision to allow it to continue. Since it is 

now being used by the AF and being studied for use in 

exhibit tracking by the Navy, it is not likely to go away 

soon. In a fully integrated process, it would be much more 

correct to use the DD receipt with supply condition code Q 

and enhanced with the PQDR RCN for cross-reference, 

but apparently the others aren't ready to pursue this at this 

time. 

I will admit that I too am not very happy about borrowing 

the SDR process for this type of communication exchange. 

At the time I became aware of it, I was successful in 

establishing the unique code list with the 3-digit Q codes 

(which was an improvement since previously DLA re-used 

existing SDR discrepancy codes with different 

definitions). When these are received, the unique 

discrepancy code is interpreted as an exhibit receipt 

notification (or other unique process) and is never 

processed as an SDR. For the AF, DAASC routes the Q11 

specifically to the PQDR application (now JDRS). 

2 DFAS Editorial comments provided includin

Recommendation to use 

"materiel" instead of "material” 

Concur. 

3. DDC Recommended spelling out the 

term “RCN” in the SDR 

Concur. 
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remarks for clarification (the 

RCN acronym is used in 

another DDC process) 

7. IMPACT: 

 a. This change will impact future processing of supply discrepancies between DAAS/WebSDR, 

ADRS/DSS, and the Air Force PQDR materiel managers (using the G021system or the Joint Deficiency 

Reporting System). This change will be used in the processing of receiving SDRs (document type 8, 

customer returns). 

b. This process change would also include requirement of Air Force PQDR materiel management 

personnel to acquire responder level access for WebSDR in order to use WebSDR to provide disposition 

instructions directly into WebSDR as applicable for the Air Force-owned PQDR exhibit materiel. 

c. The DLMS Supplement 842A/W, SDR will be updated as identified in the enclosure. 

d. The DDC has now authorized for DSS to block the first line in the SDR remarks data field and 

add the title “PQDR REPORT CONTROL NUMBER:” along with allowing up to 15 alpha/numeric 

characters only on that line. (this is a revision to the previous PTR which identified the “Accession 

Number”). This will be restricted to type 8 SDRs that have an owner RIC beginning with "F" and a 

Discrepancy Code Q. 
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Enclosure, DLMS Supplement Revisions 

Item # Location Revision to 4030 842A/W Reason 

1. DLMS 

Introductory 

Notes 

Added ADC 245 to DLMS Introductory note 5:

- ADC 245, Supply Discrepancy Report (SDR) 

Notification to United States Air Force (USAF) for 

Distribution Depot (DD) Product Quality Deficiency 

Report (PQDR) Exhibit Receipt 

To identify DLMS changes included 

in supplement. 

2 2/REF01/0700 Delete qualifier “GO” and DLMS notes:

GO Exhibit Identifier

DLMS Note:

1. Use to identify the PQDR Accession Number 

assigned to the PQDR exhibit for USAF in 

conjunction with discrepancy code Q11.

2. Pending full implementation of ADC 245, the PQDR 

Accession Number will be carried as the first two words 

of the SDR remarks text, e.g. ACCESSION 123456. 

3. For GO: WebSDR field Length = 6

This data element is no longer 

required for USAF exhibit tracking. 

3. 2/REF01/0700 Added qualifier “QR” and DLMS note:

QR Quality Report Number 

 DLMS Note: 

1. Use to identify the PQDR report control number for 

cross reference to the PQDR exhibit when the 

discrepancy code is Q11. 

2. Pending full implementation of ADC 245, the PQDR 

Report Control Number will be carried as the first line 

of the SDR remarks text, e.g. PQDR REPORT 

CONTROL NUMBR: FB1111080111. 

3. Implementation pending under ADC 245. 

4. For QR: WebSDR field length =15 

Required by the USAF to associate 

the exhibit receipt with the applicable 

PQDR. May be used to associate the 

exhibit receipt with the applicable 

PQDR through PDREP or where 

other Services coordinate with DLA 

to receive exhibit receipt alerts via 

the SDR process.